School Manager

Role Description

Reporting to the Head of School (or nominee), the School Manager occupies the most senior administrative position in the School, having responsibility for all aspects of the day-to-day administrative functioning of the School.

The post-holder will be expected to manage the administrative team of the School in support of the delivery of its research and teaching programmes. They will manage the School finances in accordance with the policies and procedures set down by the University. The School Manager will also act as the administrator of several of the School’s committees.

Principal Duties & Responsibilities

• To work effectively with the Head of School, supporting the strategic management of the School, as well as advising her/him of the administrative processes, structures and procedures to enable the School to achieve its strategic objectives.

• To act as the School Finance Manager; managing and overseeing all financial and budgetary functions of the School accounts ensuring compliance with the accounting and financial controls as specified by UCC’s Finance Office; preparing annual budgets and financial statements for School and research accounts as needed.

• To manage and oversee the administration of the School examination processes.

• To provide the necessary administrative framework to support the ongoing development of a thriving undergraduate and postgraduate provision.

• To support the School in planning its future strategic direction in relation to staffing, finance and capital development, consistent with its academic mission.

• To ensure that administrative systems and practices within the School are developed and operated in line with university policies and guidelines.

• To manage the School administration, including performance reviews, recruitment and induction of new staff and managing staff records.

• To manage and assist in School events, open days, seminars for visiting lecturers, delegations, etc.

• To maintain the School risk plans and major incident recovery plans.

• To prepare and monitor contracts for part-time staff, as well as providing support.

• To maintain a high level of interaction and positive relationships with School staff and students.

• To sit on and act as administrator for the Schools Management Committee and other bodies within the School.

• Other duties as determined by the Head of School.

Management & Planning

• In consultation with the Head to introduce any required change in the way work is organised by the administrative staff – the existing deployment of administrative staff (and support if relevant) resources and working methods/distribution of tasks among staff with a view to ensuring that services are provided in the most efficient and effective manner;

• Having a clear understanding of the School strategy and objectives, and the administrative needs of the various aspects of Physics research and teaching within the School, and how these translate into what is required to support them.

• Staff management including the allocation and review of work duties/assignments, completion of Performance Management and Development System and management of leave as required, for administrative support staff;

• Anticipating potential issues/challenges and contribute to the development of contingency plans;

• Having oversight of budget for specialist services within the School;

• Contributing in annual/forward planning activities and take a lead around administrative aspects;

• Induction/training of new administrative staff;

• Assessment of training requirements and, where necessary, arranging for the provision of training/upgrading of skills;

• Monitoring and maintaining confidential personal records (annual/sick/forcemajeure/parental/maternity leave and leave of absence, staff review forms);

• Fostering individual talent and ensure continuous focus on development;

• Development of policies and procedures.

Health & Safety

In addition to the statutory safety duties of all employees (as prescribed in safety legislation and the relevant local safety statement) each staff member is responsible for:

• Discharging any safety functions delegated to them by their Head of College/School/Department/Centre/Unit, in relation to the areas/activities under their control;

• Co-operating and assisting the University and the Head of College/School/Department/Centre/Unit in the discharge of their statutory safety responsibilities;

• Ensuring that all work under their control is undertaken safely and without risk to health and complies with the provision of all relevant statutory legislation.

Note

As the university continues to expand and evolve, it is likely that flexibility in regard to the allocation of specific duties will be necessary. Accordingly, the list of duties specified above is not intended to be exclusive or restrictive; duties may be added or withdrawn but any such alteration will take place after consultation with the appointee.

Selection Criteria

The successful candidate will be expected to have:

Essential Criteria

Relevant administrative experience in third level institutions or relevant industrial companies;

Evidence of ability to work on own initiative as well as lead and manage a team;

Good IT Skills;

Good communication skills to be applied in a teaching and research environment;

Good people management and inter-personal skills required for contacts with university staff and students, and the general public;

Good organisational and planning skills;

Proven budget development and monitoring experience, using a data and information driven approach to identify and respond to problems;

Evidence of willingness to perform routine tasks according to specific guidelines;

Commitment to skill development through relevant training;

Ability to prioritise, work to tight deadlines, delegate work and take responsibility for deliverables;

Flexible approach to work, and willingness;

Proven management experience.

Desirable Criteria

Demonstrated experience in the practical application of regulations, policies and procedures relevant to the operations of an educational and research-active organisation, and experience of working with relevant compliance processes.

Candidates are requested to make a personal assessment of these criteria against their own qualifications, skills and abilities to assess whether they should apply for the post.

Please note: Candidates who do not demonstrate that they meet the criteria as detailed above will not be short listed.

The University, at its discretion, may undertake to make an additional appointment(s) from this competition following the conclusion of the process.

Competencies relating to administrative grades in the University are available on the website.

Conditions of EmploymentSalary

Appointment may be made on the Admin III Salary Scale: €60,260 – €71,946 (Scale B) / €57,375 – €68,462 (Scale A).

Salary placement on appointment will be in accordance with public sector pay policy.

As required by public pay policy for the higher education sector, new appointments to a direct entry recruitment grade will generally be at the minimum (1st point) of the relevant scale.

For existing public servants, the restriction to the first point on scale may be varied where a person is appointed to the same or an analogous grade, role or position as their previous public service employment.

The rate of remuneration for all appointments may be adjusted from time to time in line with government policy.

Working Hours

The working hours for administrative staff are 35 hours per week with normal hours of duty from 9.00am to 5.00pm Monday to Friday, with 1 hour for lunch break.

Due to the nature and seniority of the post, however, it may be necessary to extend and vary these hours from time to time in order to meet the exigencies of the post.

Annual Leave

Annual Leave will be 29 days per annum. This leave is exclusive of public holidays and Good Friday. The leave year commences on 1 July annually and four days annual leave must be held for the Christmas closure period.

Sick Leave

Sick leave will be granted in line with University policy in this regard which may change from time to time. You should familiarise yourself with the University Sick Leave Policy and University Sick Leave Management Policy.

Tenure

The tenure of the post is Permanent Whole Time Post, based on the following provisions:

a) A probationary period of twelve months shall apply from commencement of employment in the post during which the contract of employment may be terminated by either party in accordance with the Minimum Notice and Terms of Employment Acts, 1973 to 2005.

b) Except in circumstances of gross misconduct justifying immediate dismissal, the appointee will receive one month's notice of termination of employment, or, if greater, such notice as is provided for in a minimum notice in terms of Employment Act, 1973.

c) The appointee is required to give one month's notice of termination of employment.

Pension

The Public Service Pensions (Single Scheme and Other Provisions) Act 2012 established the Single Public Service Pension Scheme. In general, anyone taking up pensionable public service employment on or after 1 January 2013 is a member of the Single Scheme.